Submitted By: Christopher Ramos
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Presentation By: Christopher Ramos
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Department: Information Technology
STAFF RECOMMENDATION (Motion Ready):
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Approve a three-year citywide subscription of Microsoft 365 cloud subscriptions, server licenses, and desktop licenses with an estimated aggregate expenditure amount of $1,571,694
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OCALA’S RELEVANT STRATEGIC GOALS:
Operational Excellence
PROOF OF PUBLICATION:
N/A
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BACKGROUND:
Since 2015, the City of Ocala has utilized Office 365, leveraging Microsoft's SaaS Cloud Solution. The continued use of this product guarantees the seamless and secure operation of City services across all devices within our environment. Additionally, the subscription brings forth the following benefits:
• Flexibility of working remotely and on multiple devices to access emails and Office products on different devices such as smart phones, tablets, desktops, and laptops without paying additional license fees for each device. When employment ends with the city, and disabled in the system, the licenses are automatically revoked, and former employees no longer have access to the products or our systems.
• Assurance we are adhering to rigorous compliance and security standards.
• Unlimited archiving with unified document discovery and legal hold functionality to comply with Florida Sunshine laws.
• Built-in resiliency and disaster recovery. Data is replicated to multiple data centers and instantly recoverable in the event of an emergency.
• Continuous threat and vulnerability management.
• Greater investigation capabilities.
• Protection of sensitive data wherever it lives or travels.
• Improved compliance controls for PCI and PII data.
• Detection and identification of vulnerabilities and risky account sign-in.
As a political subdivision of the state of Florida, the City of Ocala qualifies as an eligible user of Florida Department of Management Services ("DMS") alternate contract source ("ACS") agreements under Rule 60A-1.001, Florida Administrative Code. ACS agreements have been competitively solicited by governmental agencies and evaluated and determined by the Florida Secretary of Management Services to be cost-effective and to afford best value. DMS's ACS Agreement for Software Value Added Reseller (SVAR) Services, Alternate Contract Source (ACS) No. 43230000-23-NASPO-ACS, is effective for a four-year term commencing March 21, 2023 and ending April 24, 2027.
FINDINGS AND CONCLUSIONS:
SHI International Corp., Microsoft, and the City of Ocala IT Department completed an audit in March 2024 and found the city’s usage to be in compliance with our license agreement. Microsoft 365 Office products are used throughout the city to enhance productivity and provide a proven and secure platform for City business.
FISCAL IMPACT:
Funding for the three-year renewal is/will be budgeted as follows:
Year 1: $523,898 - Fiscal Year 2023-2024 expenditure will be a split payment of $219,607 to account 001-035-530-516-51-52045 and $304,291 will be pre-paid from account 001-155-000-000-75-15500.
Year 2: $523,898 will be budgeted in Fiscal Year 2024-2025 expenditure account 001-035-530-516-51-52045
Year 3: $523,898 will be budgeted in Fiscal Year 2025-2026 expenditure account 001-035-530-516-51-52045
These purchases will be tracked by Munis contract number ITS/240527.
PROCUREMENT REVIEW:
These services were procured in compliance with the City’s procurement policy.
LEGAL REVIEW:
N/A. The City's standard purchase order terms and conditions will be utilized for the procurement of these services and equipment.
ALTERNATIVE:
• Approve with Changes
• Table
• Deny